Jazz Pharmaceuticals

  • Administrative Assistant (Fixed Term 12 Month Contract)

    Job Post Information* : Posted Date 2 months ago(2 months ago)
    # of Openings
    Min. Exp. (Yrs)
    Research & Development
    Advertised Location : Location
    Job Post Information* : External Company Name
    Jazz Pharmaceuticals
    Job Post Information* : External Company URL
    Advertised Location : Address
    Spires House
    Advertised Location : Postal Code
    OX4 2RW
  • Overview

    Jazz Pharmaceuticals is an international biopharmaceutical company focused on improving patients’ lives by identifying, developing and commercializing meaningful products that address unmet medical needs. We are continuing to expand our commercial product portfolio and our research and development pipeline in therapeutic areas that can leverage our unique expertise.

    Our therapeutic areas of focus include sleep and hematology/oncology – areas in which we have a deep understanding of the patient journey and a suite of products and product candidates to address critical needs.

    We are looking for the best and brightest talent to join our team.  If you’re looking to be a part of a company with an unwavering commitment to improving patients’ lives and being a great place to work, we hope you’ll explore our career openings and get to know Jazz Pharmaceuticals. 

    Position Profile

    The administrative assistant is an integral member of the Oxford UK, PQS team and will provide administrative and coordinator support to The Pharmacovigilance, Quality & Safety (PQS) leaders in Oxford and Italy. Activities include but are not limited to: scheduling, coordinating and organizing meetings, conferences and department activities; organizing and maintaining the department’s files, records and data, including organizing and storing both electronic and hard-copy records in compliance with the Company’s records management policies and legal and regulatory requirements; assists with purchase orders, vendor invoices and obtaining supplies; assist with travel arrangements and itineraries; assist with audits and inspections activities.

    Essential Functions

    • Scheduling, coordinating and organizing meetings, conferences and department activities, including the preparation of draft meeting Agendas and meeting minutes, as required
    • Organizing and maintaining the PQS electronic and hard copy files and records and updating various databases as needed, ensuring the department’s records are maintained in compliance with the Company’s SOPs and records management policies, as well as legal and regulatory requirements
    • Collaborating with PQS teams in maintaining relationships and problem resolution with third party suppliers, contractors, Business Partners
    • Creating / editing presentations in PowerPoint and/or charts, graphs, tables, in Excel
    • Assisting during audits and health authority inspections as directed by R&D QA
    • Scheduling and organizing interdepartmental meetings, meetings with external parties, conferences and other department activities, including catering arrangements
    • Meeting coordination and seamless logistical planning
    • Making travel arrangements and maintaining travel itineraries
    • Maintaining PQS local level calendars as requested
    • Assisting with the processing of purchase orders and invoices, and ordering supplies for the department
    • Working independently and within teams on special and ongoing projects
    • Other duties as assigned

    Minimum Requirements

    • Knowledge of, and aptitude for, organizing and maintaining records and databases
    • Knowledge of office management and administrative procedures
    • Proficiency in Microsoft Office (i.e. Outlook, Excel, Word, and PowerPoint)
    • Ability to demonstrate Jazz values and leadership competencies

    Required Knowledge, Skills, and Abilities

    • 2+ years’ experience working as an Administrative Assistant, Department or Project Coordinator
    • Demonstrated ability to multi-task and shift priorities
    • Exceptional organizational skills
    • Ability to effectively communicate internally and externally
    • Works efficiently with little supervision

    Required/Preferred Education and Licenses

    • A-level or equivalent qualifications

    Description of Physical Demands

    • Occasional mobility within office environment.
    • Routinely sitting for extended periods of time.
    • Constantly operating a computer, printer, telephone and other similar office machinery.

    Description of Work Environment

    • Work indoors in normal office environment with little exposure to excessive noise, dust, fumes, vibrations and temperature changes.
    • Responsibilities may require a work schedule that may include working outside of “normal” work hours, in order to meet business demands (e.g. assisting with health authority inspections)
    • Occasional public contact requiring appropriate business apparel (e.g. assisting with health authority inspections)

    Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.

    Jazz Pharmaceuticals is an Equal Opportunity Employer.


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